California State University, Fullerton

ChallengesLike every large public university, Cal State Fullerton strives to fulfill an ambitious educational mission while wisely managing its taxpayer-supported budget. In recent years, Fullerton has stood out with its emphasis on using new technologies to address challenges on both sides of this equation.

University leaders like Amir Dabirian are convinced that technology will play a dominant role in the university of the future. As Cal State Fullerton’s Vice President for Information Technology and Chief Information Officer, Dabirian has been one of the driving forces behind Fullerton’s technology investments that prepare students for the workforce of the future. “We have to give students a rich learning environment that goes far beyond what is traditionally taught,” he said. “There’s no concept of offline anymore. Everybody’s online with access available from anywhere, any time. So we have to provide our students, faculty and staff with the expected high level of technology on campus. And we have to

be there before everybody else. We have to have an understanding of innovative technology and deliver it every day.”

Dabirian and other leaders at Cal State Fullerton recognized that technology could also deliver significant operational advantages that would help the university conserve resources and enable additional investment in educational innovations.

Along these lines, Fullerton decided that by rationalizing everyday administrative functions like printing, the university could increase the productivity of students, faculty and staff. In this effort, planners identified the following goals:

• Consolidate and standardize printing resources to capture economies of scale and minimize management costs

• Encourage “digital first” to reduce paper waste and promote rapid workflows

• “Mobile enable” the university to boost productivity and convenience — including making it easy to print from smartphones, tablets and other mobile devices

“Xerox reduced costs by over a quarter million dollars, enabling us to spend more money on what we do best, which is higher education.”

Education

Business Benefit Assessment

– Amir Dabirian, Vice President for Information Technology and Chief Information Officer

Study HighlightsCal State Fullerton’s investment in Xerox® products, solutions, and services are projected to generate $554K in total cost savings.

• Scale and production efficiencies at a print center managed by Xerox projected to save more than $300K over five years

• Replaced aging fleet of printers, copiers and fax machines on campus with 180 new multifunction devices

• Standardized, actively managed printer fleet cut costs by 26%, resulting in $250,000 in cost savings over 3-year period

• Centralized print center provides “Digital Print Service” for easy re-ordering of jobs

• Reduced use of personal printers around the campus, reaping savings by standardizing on a smaller fleet of shared printers

• Improved security with a print-on-demand system designed by Xerox

• Helped achieve sustainability goals by cutting back on paper waste and consumable supplies

Cal State Fullerton Prepares Students for Future, Reaps Savings with Innovative Digital Printing Solutions and Services

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SolutionTo achieve these goals and capture savings that it could redirect into academic programs, Cal State Fullerton launched a major initiative, in partnership with Xerox, involving two major investments:

• Digital Print Services. Fullerton engaged Xerox to build a modern print center serving the entire campus. Featuring the latest imaging technology from Xerox, including the Xerox® Color 1000 Press and Xerox Nuvera® Digital Production System, the new print center offers scale economies and production efficiencies that are projected to help Fullerton save more than $300K over five years.

• Modernized Printer Fleet. Secondly, Fullerton worked with Xerox to replace an aging fleet of printers, copiers and fax machines with new multifunction devices. The first phase of this initiative replaced all printers and copiers in Fullerton’s Division of Information Technology with approximately 180 new Xerox® multifunction printers.

The implementation spanned several phases, with Xerox assisting with professional services ranging from needs assessments, campus-wide imaging requirement planning,

network integration, and help desk and asset management. Furthermore, Dabirian required the digital print service to be self-sustaining from a financial and operational aspect.

BenefitsAccording to estimates, Cal State Fullerton is on track to realize $554K in total cost savings from its investment in the print center managed by Xerox and a new fleet of Xerox® multifunction devices, as shown in Figure 1.

Cal State Fullerton at a Glance• Major regional university based in

north Orange County, Calif. about 25 miles from downtown Los Angeles

• Serves approximately 37,000 students each year

• Cal State Fullerton is one of the 23 campuses in the California State University system, the largest university system in the U.S. with more than 400,000 students

• Offers 107 degree programs in eight colleges

• Employs approximately 1,800 full- and part-time faculty members

• Ranked No. 7 among “Top Public Regional Universities” by U.S. News & World Report

• Ranked 35th among “Best Regional Universities” in the West

• No. 1 in California and tenth in the nation among top universities awarding bachelor’s degrees to Hispanics

• More than 228,000 graduates as of May 2014. international students from 81 nations

• Faculty members were awarded $19.3 million in grants and contracts for research and scholarly activities in 2012–13

“You need to understand new technologies and have a vision that enables you to sustain them because they change all the time. You have to know how the student is going to use that technology not just in the classroom, but in the workforce.”

– Amir Dabirian, Vice President for Information Technology and Chief Information Officer

Figure 1. Summary of Total Net Benefits

Print Services Cost Avoidance

$304K

$250K

MultifunctionalPrinting Devices

(over 5-yearagreement)

(over 3-yearagreement)

$554K

Total Benefits

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Digital Print Services

Print Center Managed by Xerox Delivers Range of Services, Saves $60K AnnuallySetting up a full-service print center was a key component of Cal State Fullerton’s effort to rationalize its printing services campus-wide. Located at the university’s main library, the center managed by Xerox — known as Digital Print Services, or DPS — offers students, faculty and staff a complete range of printing services, including black & white copying, color copying, custom printing, finishing and binding. The center operates a Xerox® Color 1000 Press and Xerox Nuvera® Digital Production System.

State-of-the-art technology allows the center to take advantage of automated production workflows that help to contain costs. In fact, the university estimates that the center run by Xerox is about $60K per year less expensive than a comparable third-party center. Over five years, the savings are expected to exceed $300K, as shown in Figure 2.

Digital Print ServiceWhile Fullerton has welcomed the savings, administrators prefer to focus on the center’s rich set of capabilities that support the diverse needs of the university’s “customers,” including faculty, students, and administrative employees. Any oversize prints or print job requests that cannot be accommodated by the digital print services are outsourced, for which the print service receives a % rebate, generating to additional revenue.

To boost efficiencies, the center hosts a “digital storefront” — an online portal that maintains catalogs for easy re-ordering of jobs, such as business cards, course package and guides, and marketing collaterals. The portal accepts jobs around the clock and provides easy workflow tools where users can track the progress of their projects and manage chargebacks, billings, and chain of custody.

Print Fleet Consolidation and Optimization

Standardized, Actively Managed Printer Fleet Helps Cut Costs by 26%Cal State Fullerton’s plan for cost savings depended on replacing the printers and copiers in its IT department with a new fleet of efficient multifunction devices. If this proved successful, the university would expand the initiative to include the entire organization.

Specifically, the university wanted to:

• Consolidate printing assets

• Reduce costs

• Improve productivity

To make the best decision, Fullerton asked its existing copier vendor and Xerox for proposals for a new fleet of 180 multifunction devices. “We chose Xerox,” said Don Green, director of Contracts and Procurement at Cal State Fullerton. “All factors considered, Xerox seemed to best fit our needs and offered significantly lower pricing.”

The decision is paying off. To date, Cal State Fullerton has seen a 26% cost reduction since deploying Xerox® multi-function device, resulting in $250,000 in cost savings over 3-year period. Sources of savings are outlined below.

Cutting Paper Consumption Administrators were keen to find ways to reduce paper consumption across the campus, recognizing that the vision of going completely paperless was still a long way off. As Berhanu Tadesse, Director of Information Technology, Infrastructure Services said, “We looked at how we deliver less paper — it’s not ‘paperless’, it’s less paper.”

Significant reductions were made after launching the print fleet optimization and consolidation program, which rolled out new systems and best practices for more efficiently using paper and toner. “Print fleet optimization and consolidation are really saving money,” the CIO Dabirian said. “People used to bring in stacks of papers to meetings. Now, most of the documents are digitally distributed or digitally scanned using Xerox® products.”

LegacyEnvironment

$1,308,720

$1,004,460

$200,000

$0

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

Xerox® PrintServices Solution

$304KSavings

Figure 2. Cost Comparison

“We have to provide a rich learning environment beyond traditional education.”

– Amir Dabirian, Vice President for Information Technology and Chief Information Officer

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As part of this initiative, Fullerton installed scanning stations in the library, enabling students to capture materials digitally and then send out via email. Currently two Xerox® multifunction devices are installed at the library. Students serve themselves and pay a nominal cost per scan.

Greater use of scanning made a big difference, administrators observed. “Now, most of the documents are digitally distributed or digitally scanned using Xerox® products,” said Kristin Stang, associate professor of Special Education and director of Fullerton’s Academic Technology Center.

Xerox® multifunction devices come equipped for scanning out of the box — and once digitized, documents are easily shared in this paper-free format. As more people “consume” documents on their mobile documents, paper quantities are curbed even more. However, if they need hardcopies, users will be able to print copies from their mobile devices after Fullerton rolls out a Xerox® mobile print solution expected soon.

Paper costs declined substantially following Fullerton’s move to more digital document sharing, and the university has been able to direct a portion the savings toward the purchase of new technology tools, such as iPads, for students and faculty.

Reining in Personal PrintersOne of the goals of the managed print services initiative was to cut back on the use of personal printers around the campus and reap savings by standard-izing on a smaller fleet of shared printers. “We had a hard time finding money to buy $100 ink cartridges for every office,” Stang said. “Now we have a standardized fleet, which means we simplify equipment purchases and maintenance and moderate costs.”

Achieving SustainabilityAs it cuts back on paper waste and consumable supplies such as toner, Cal State Fullerton is getting closer to meeting its sustainability goals. “Xerox plays a huge role in this,” Stang said. The university’s streamlined printer fleet — which includes fewer personal printers — further helps in this effort by reducing power consumption and associated carbon emissions.

Secure PrintUnmanaged printing environments can frequently put confidential documents at risk of unauthorized viewing or theft. The Xerox® print services platform is helping Fullerton tighten security by giving users better control over when they decide to print, and at what printer. For example, a print-on-demand system

designed by Xerox, recently implemented in the IT division, allows only authorized users to release jobs to a printer, and only when they are standing next to the machine.

Printing on the MoveFullerton is now testing a popular new feature that will allow employees to email to print from smartphones, tablets and other mobile devices. The mobility capability will mean employees can move around the campus freely and email to print to almost any Xerox® multifunction device that is nearby. The mobile feature is currently being tested on about 180 devices. Print fleet optimization and consolidation resulted in reducing the legacy fleet of 432 network printers in 2012, down to 296 network printers currently, representing a 31% reduction in network printers on campus and further reducing CSUF’s carbon footprint and contributing to their sustainability program goals.

Reports from early adopters have been decidedly positive. “I don’t have to be in my office anymore,” said Stang, the director of Fullerton’s Academic Technology Center. “That’s pretty exciting because I work in a lot of places. I can do it from my phone as well as my iPad.” This will mean a significant boost in productivity, she explained, because

“Xerox has enabled us to put a lot of major projects together. The more innovations our partners provide, the less I do internally and the more we do for students.”

– Amir Dabirian, Vice President of Information Technology and Chief Information Officer

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she will be able to avoid long treks back to her desk just to print a document. “I’m more efficient now because I don’t have to run back to my office to get something just because that’s where I had my printer,” she said. “I think it improves work for all of us.”

Looking AheadAs it prepares a new generation of students for a technology-intensive future, Cal State Fullerton plans to expand its partnership with Xerox in an effort to streamline operations, capture savings through greater use of digitally-based communications and work processes, and provide students, faculty and administrators with easy access to essential services like printing, copying, and scanning.

“We want partnerships that move us to the next level of digital services,”

said Dabirian, Fullerton’s vice president for IT and CIO. Xerox, he says, is a good example of a partner that aligns with the university’s vision. “There’s a difference between a partnership and vendors,” he says. “Xerox has been a great partner with us because when we look at Xerox, they’re not just a copier company. It’s really beyond that; they have expanded beyond the vision of what Xerox started with.”

About Cal State FullertonCalifornia State University, Fullerton is a major regional university in a vital, flourishing area that includes Orange County, metropolitan Los Angeles and the expanding Inland Empire. The beautiful, 236-acre campus is set in Fullerton in north Orange County, about 25 miles from downtown Los Angeles and about 21 miles from nearby beaches. Cal State Fullerton has more than

37,000 students and approximately 1,800 full- and part-time faculty members. The University offers 107 degree programs in eight colleges.

About XeroxSince the invention of Xerography more than 75 years ago, the people of Xerox (NYSE: XRX) have helped businesses simplify the way work gets done. Today, we are the global leader in business process and document management, helping organizations of any size be more efficient so they can focus on their real business. Headquartered in Norwalk, Conn., we have more than 140,000 Xerox employees and do business in more than 180 countries, providing business services, printing equipment and software for commercial and government organizations. Learn more at www.xerox.com.